Mary Webster
Michelle Curtis
John Gritter

Personnel Committee
Meeting
April 22, 2006

Meeting called to order 9:00 a.m.

Members present: Mary Webster, John Gritter, Michelle Curtis, Ken Schaut

Personnel Policy Review: reviewed policy draft and comments received from Council members; made adjustments after discussion. Final draft will be submitted to Council members for review. Request approval at Council regular meeting, May 2006.

Job Description: Accepted as drafted.

Wade Trim proposal for contracting Office Clerk position: Proposal was reviewed. Advantages: clear line of authority to Village Administrator, contract proposal contains superior benefit package for office clerk, in line with 2006-7 budget, increased coverage for vacation/sick time, increased technical support from larger Wade Trim organization.

2005-2006 Ongoing Projects

Service Continuity: Damaske has submitted in writing retirement date of June 30, 2006. Agreed that training period would be needed for water/sewer billing systems, accounts payable/receivable and document review. Personnel Policy has been reviewed and final recommendation to be made to Council at May regular meeting. Coordinate transition needs with Damaske and Schaut.

Customer Service: A survey of services provided by area Village offices will be made. Survey action pending.

Contract Review: Agreed that Wade Trim and VBC Sheriff contracts will be reviewed at least 60 days prior to end and recommendations made to appropriate committees.

Agenda: Regular Meeting May 3, 2006
Operations of office May-June 2006.

Adjournment: 11:30 a.m.

Personal Committee Meeting
May 3, 2006

Present: Mary Webster, John Gritter, Michelle Curtis, Ken Schaut
Guests: Mark Keyser

Wade Trim proposal for contracting Office Clerk position: Documents and review responses were discussed. Agreed to recommend that the Village contract with Wade Trim to provide office clerk staffing for the duration of the current Wade Trim contract; effective date June 5, 2006.

Make recommendations to contract position with Wade Trim at Council at May 9, 2006 meeting; contract to be negotiated by Village officials.

Personnel Policy review: Reviewed Policy comments received from Council members. Policy addition of Jury Duty Leave to be made. Recognize that proposed Policy will not govern Office Clerk position if Council decides to contract position through Wade Trim. Recommend completion of process even if contract approved to have up-to-date policy in place if and when contract situation changes. If Council decides to have Village hire Office Clerk directly (not through Wade Trim contract will recommend that final review be made by end of 2nd week May and Special Council meeting be held to approve so policy in place for new hire.

Add Jury Duty Leave section and have hard copies available for Council review by Friday May 5. Seek final approval by June Council meeting.

Office Operations: A change in operations of the office is being driven by 1) Monique’s retirement (June 30, 2006); 2) need to update existing computer system and3) support requirements for ongoing Village activities.
System updates and training requirements require changes be made as soon as possible; These changes will require concentrated time to complete; at the same time the Village should meet the needs of the residents. To accomplish this, we recommend the office be open half-days during this period.

Recommend the following schedule for operations update to Council at May 9 regular meeting:


o June 5-12: Village office will be closed every afternoon to facilitate 1) computer/system set-up and installation, 2) training of Office Clerk replacement on the Sensus water/sewer billing and the Fund Balance systems, and 3) complete accounting systems evaluation and updating. Notice should be given to the public starting 15 May (posted and published).
o June 19: Office open for regular business with new Office Clerk and systems in place.
o Monique will do records retention/documentation and inventory during this period: she will not participate in training.
o Monique’s last day in the office will be negotiated by Village Administrator and President; this negotiation will take into consideration her retirement date, accrued but not taken vacation and sick time payout (per policy dated 13 November 2001.

2005-2006 Ongoing Projects

Service continuity: Damaske has submitted in writing retirement date of June 30, 2006. Agreed that training period would be needed for water/sewer billing systems, accounts payable/receivable and document review.

Personnel Policy has been reviewed and final recommendation to be made to Council at May regular meeting. Coordinate transition needs with Damaske and Schaut.

Customer Service: A survey of services provided by area Village offices will be made. Action pending.

Contract review: Agreed that Wade Trim and VBC Sheriff contracts will be reviewed at least 60 days prior to end and recommendations made to appropriate committees.

Adjournment: 8:45 p.m. Next regular meeting June 7, 2006 at 7 p.m.